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City of Hope

Manager, Research Facilities and Emergency Planning

Duarte, CA

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's leading cancer centers that develops and institutes standards of care for cancer treatment.

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Position Summary:

The Manager, Research Facilities will work independently to achieve deadlines and monitor assigned tasks. They will communicate closely with the Director of Research Facilities Office (D-RFO) regarding facilities coordination for all research buildings. They will engage with faculty members/investigators at the COH, the Beckman Research Institute and the Art Riggs Diabetes and Metabolism Research Institute (Research Enterprise) to provide the best possible working environment for their research needs in a fiscally responsible manner. A customer service relationship with all COH Faculty and employees will be maintained at the highest professional level.

A major component of the position is to facilitate the Research Enterprise directives for assigned space and locations. Coordination and follow up of activities provided by the Research Facilities Office (RFO) team, Facilities Engineering, Facilities Design & Construction (FD&C), and Contracted Service Providers are key to meeting deadlines and minimizing the down time for laboratory operations for the Research Enterprise customers. The organization is matrixed and developing a collaborative working relationship with internal and external stakeholders is critical to the success of the position.

Technical knowledge of basic lab equipment and cold storage devices is required, the role will provide guidance and oversight over purchases for shared equipment, installations, operations, monitoring and maintenance in coordination with the Biomedical Instrument Services (BIS) team within Facilities Engineering. Troubleshooting skills are required to quickly diagnose and resolve issues that interfere with laboratory or building operations.

The position will have supervisory responsibilities.

Key Responsibilities include:

Research Facilities:
  • Responsible for coordinating all work in all buildings (owned & leased) falling under the responsibility of the D-RFO in support of the Research Enterprise, this includes, but is not limited to:
  • Coordinates with Facilities Engineering to ensure the Research Enterprise buildings/shared equipment are well maintained and functioning to meet the specific needs of the research mission. Utilize the Archibus work order system to manage the workflow and to highlight critical issues to resolve in a timely manner.
  • Manages the Research Facilities' specific work order requests via Archibus. Triage and ensure work is completed by RFO staff according to service level agreements developed with Research Facilities' customers.
  • Participates in capital projects, including equipment installations, renovations and new construction. Advises with the goal to achieve good research work environments within the fiscal constraints established for the project.

Research Equipment:
  • Advises the purchase and provides support for all research capital equipment (shared and dedicated) which includes, but is not limited to:
  • Reviews capital equipment purchase requests from the Research Finance Office for space and utility implications. Triages to Facilities Engineering and FD&C as needed to ensure the facility mechanical systems are rightsized to the equipment demands and if necessary, consider alternative locations in order to address fiscal constraints and to ensure a seamless installation when equipment is delivered.
  • Manages the chart string approvals for equipment purchases, supply and maintenance requests for shared equipment.
  • Manages the shared equipment life cycle planning, purchase, installation, operation and maintenance along with the BIS team.
  • Manages the Archibus Asset database for all capital equipment managed by the RFO. Ensures location information is maintained and up to date.
  • Direct responsibility for ensuring that all Facilities Engineering and BIS requests are completed according to service level agreements and escalates requests if needed to Facilities Engineering management.
  • Serves as the temperature alarm system administrator and manages/participates in the on-call schedule for the RFO team in support of the ~ 1,500 shared pieces of equipment (freezers, refrigerators, incubators).
  • Supervises the RFO staff to administer and distribute rescue units for -80s, -20s, refrigerators, and Cryo tanks as required to protect laboratory samples for all principal investigators and core facilities throughout the Research Enterprise.
  • Ensures adequacy of spare equipment to address issues with freezers and cryo storage to prevent loss of samples. Oversees freezer farm sample storage.

Lab Onboarding/Moves:
  • Oversight and coordination of the onboarding/offboarding investigators as well as routine laboratory moves.
  • Advises equipment placement in space planning studies performed by space planning staff.
  • Plans and manage laboratory moves and close-outs. Ensure lab operations are minimally impacted, the cost is fiscally responsible and the close-out process is coordinated with the office of Occupational Safety and Health (OSH) for effective decommissioning of the lab.
  • Ensures property control forms are up to date.
  • Ensures that the Archibus space information (Department and PI assignment) is updated as lab moves/onboarding occur.
  • Manages the storage and archiving of laboratory notebooks when faculty/staff leave the organization.

Emergency Preparedness/Business Continuity:
  • This position along with the Research Facilities Technical Coordinator will manage the emergency preparation and response for the RFO which involves and is not limited to the following activities.
  • Coordinates the emergency response and business continuity planning for the research facilities, working closely with OSH and the COH Business Continuity (BC) manager to keep the plan updated in the BC FUSION software.
  • Works closely with Facilities Engineering to document and maintain the plan for emergency power distribution in research buildings.
  • Manages and participate in the emergency on-call schedule for the team which includes carrying a pager when on-call.
  • Fosters relationships with Facilities Engineering and the OSH to ensure integration of research facilities when immediate action or emergencies arise. Needs to possess intricate knowledge of the research building to assist in troubleshooting issues in emergency situations.
  • Staffs the BRI Sub-command Post, and design and maintain the research response structure and Plans for emergent situations, both short and long term. Staff Member of the Campus Emergency Planning Committee.
  • Other Duties as assigned.
Basic education, experience and skills required for consideration:
  • BS, preferably in biology or chemistry.
  • 5 to 7 Years in Laboratory environment.
  • 1 year of experience in a leadership capacity.

Additional Information:
  • To protect the health of patients and staff and to comply with new State of California mandates, City of Hope staff are required to show proof of full vaccination by September 30, 2021. Compliance is a condition of employment.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

  • Posting Date: Sep 24, 2021
  • Job Field: Support Services
  • Employee Status: Regular
  • Shift: Day Job

Job ID: CityOfHope-10013338-1
Employment Type: Other